MyProtektor

Team Management - Profiles & Certificates

Available to Admin and Owner roles when guardTracking is enabled for your organization.

The Guard Roster at a Glance

The Team Management screen is your single source of truth for every person on your team. Open it from the sidebar under Team > Manage Team.

The roster table shows each guard's name, current status (On Duty or Offline), assigned role, specializations, and their most recent recorded activity. Summary counters at the top of the page break down how many guards are active, offline, and total, so you can assess available capacity in seconds.

Team Management overview showing roster table with status, role, specializations, and summary countersClick to expand

Why this matters: During a shift handover or an emergency assignment, you need to know exactly who is available, what they are qualified for, and where they were last active. The roster gives you that picture without navigating away from a single screen.

Step-by-Step: Finding the Right Guard

Filter by Role

Not every search requires scrolling through the full roster. The Role filter dropdown beside the search bar lets you narrow the list to a specific user type:

RoleWho it includes
GuardsField personnel assigned to patrols, sites, or incidents
AdminsControl room operators and managers with elevated permissions
OwnersCompany principals with full billing and organizational access

Select the role you need, and the table instantly updates to show only matching records.

Filter by Specialization

When you need a guard with a particular skill, say a K9 handler for a perimeter breach, or a firearms-certified officer for a high-risk escort, the All Specializations dropdown isolates exactly who qualifies.

Available specializations include:

  • Crowd Control
  • K9 Handler
  • Firearms
  • First Aid
  • Access Control
  • Surveillance
  • VIP Protection
  • Event Security
  • Patrol

Combining role and specialization filters is the fastest way to answer the question: "Which on-duty guard is certified for this specific task right now?"

Guard Profiles: What They Contain and How to Read Them

Click View Details next to any guard's name to open their full profile. The profile is divided into five tabs:

1. Profile Personal information (name, date of birth, phone numbers) and emergency contact details (name, relationship, phones, address).

2. Work Employee ID, department, position, supervisor, work schedule, work location, home address, and emergency procedures.

3. Skills & Certificates Specializations with certification dates, expiry tracking, certification numbers, and document uploads. This is the PSIRA compliance section.

4. Activity A timestamped log of the guard's recent patrols, incident responses, and system interactions. Use this to verify that a guard has been active before assigning them to a new task.

5. Movement Shift-scoped GPS history showing the guard's route on a map with start/end markers, distance, and active/idle time when guard tracking is enabled.

Guard Profile Details dialog showing employment details, operational information, home address, and recent activity sectionsClick to expand

Editing a Guard Profile

Click Edit Profile within the detail view to update any of the following fields:

  • Employee ID, Your internal reference number
  • Department, Security, Operations, Special Projects, etc.
  • Position / Job Title, The guard's formal designation
  • Supervisor Name and Phone, Direct contact for their line manager
  • Work Schedule, Assigned shift pattern or rotation
  • Primary Work Location, Default site assignment
  • Emergency Procedures, Any guard-specific protocols (e.g., medical conditions, language preferences)
  • Home Address, Optional, but recommended for emergency welfare

Profile and work changes autosave after you stop typing for a moment. The updated information then feeds straight into roster filtering, assignment decisions, and profile views.

The Certification System

Why Certifications Matter

In South Africa, security personnel must be registered with PSIRA (Private Security Industry Regulatory Authority). Clients regularly request proof that guards assigned to their sites hold valid qualifications. During compliance audits, inspectors will ask for certification records. If those records are incomplete, missing, or expired, the consequences range from fines to contract termination.

The certification system inside Team Management gives you a structured way to record, verify, and monitor every guard's qualifications.

Viewing Current Certifications

Open Skills & Certificates in the guard profile to review certifications. If the guard has existing records, they appear in a list showing the specialization name, proficiency level, certification date, and expiry status. If nothing has been recorded, the panel displays a prompt to add the first entry.

Manage Guard Skills and Certifications dialog showing empty certifications list with Add New Certification buttonClick to expand

Adding a New Certification

Click Add New Certification and complete the form:

FieldRequiredDescription
Specialization TypeYesSelect from the predefined list (e.g., First Aid & CPR, Firearms, Crowd Control)
Proficiency LevelYesBeginner, Intermediate, or Advanced
Certification DateYesThe date the qualification was issued
Expiry DateNoWhen the certification needs renewal, tracked for compliance alerts
Certification NumberNoThe issuing body's reference number
NotesNoAny additional context (training provider, renewal conditions)
Certificate DocumentNoUpload the scanned certificate (PDF, image, or DOC, up to 10 MB)

Click Add & Save. The new certification is immediately visible in the guard's profile and factors into specialization filter results.

Keeping Certifications Current

Review certifications periodically. When a certification approaches its expiry date, update the record with the renewed document. Remove entries that are no longer valid. These records are referenced every time you filter guards by specialization or prepare documentation for a client audit.

Real-World Example: Onboarding a New Guard

Scenario: A new guard, Thabo Molefe, joins your team. He holds a valid PSIRA Grade B registration, a First Aid certificate, and has completed Crowd Control training. Here is how you set him up:

  1. Navigate to Team > Manage Team in the sidebar.
  2. Confirm that Thabo appears in the roster (he will be listed once his account is created).
  3. Click View Details next to his name, then click Edit Profile.
  4. Enter his Employee ID, assign him to the Security department, set his supervisor as David Nkosi, and select his shift pattern (e.g., Night Shift, 18:00-06:00).
  5. Save the profile.
  6. Open Skills & Certificates to manage the certifications panel.
  7. Add three certifications: PSIRA Grade B (with registration number and expiry date), First Aid & CPR (Intermediate, attach scanned certificate), and Crowd Control (Advanced).
  8. Save each certification.
  9. Return to the roster and use the Specialization filter to verify Thabo appears under Crowd Control and First Aid.
  10. Thabo is now fully registered and ready for assignment through the Incident Dashboard or Map View.

Result: When a crowd-control situation arises, filtering by that specialization surfaces Thabo as an available, certified option. When a client requests proof of guard qualifications, his uploaded certificates are accessible in two clicks.

What Team Management Does NOT Do

  • No pre-assigned shift schedules -- guards self-start their shifts from the mobile app. There is no roster or schedule builder.
  • No shift swap or trading -- guards cannot swap shifts with each other through the system
  • No break duration enforcement -- the system does not track or enforce break times
  • No auto-end shifts -- shifts remain active until the guard manually ends them